E.13 Media Communication

Policy Standard

• The Department’s media policy has been developed to support staff in their dealings with the media, and to ensure consistency in the messages that go out from the Department.

Performance Standards

1. All media contacts including telephone / written requests for interviews and information and the presence of media personnel on or near prison property (except as approved visitors) will be reported immediately to the Regional Manager, who will ensure contact is made with the Communications Unit at National Office.
2. The Regional Manager will additionally advise General Manager, Prisons Service where in the Regional Manager’s judgement, this is appropriate.
3. Staff with media delegation must contact the Communications Unit at National Office to receive authorisation before they respond to any media contact.
4. Staff without media delegation must refer all media contacts to the Communications Unit at National Office.
5. Staff with media delegation will have completed a media-training course before exercising their delegation.
6. All staff will be familiar with the Department of Corrections Media Policy Manual and related documents and/or guidelines.

Procedure Standards

When contacted by the media;

1. Staff with media delegation:
   The staff member will ask for
   • the name of the caller,
   • the organisation they represent,
   • phone / fax details,
   • their deadline,
   • the reason for their call,
   • a list of questions to which answers are sought.

The staff member will then advise the caller that they would like the opportunity to think about the questions and will call them back.

The staff member will then contact the Communications Unit to discuss the best response.

2. Staff without media delegation:
   The staff member will inform the caller that the Department’s media policy requires that all media queries go through National Office and ask them to contact the Communications Unit at Head Office.
   
   The Communications Unit telephone number is 04 460 3365
   
   The after hours telephone number is 021 761 828
   
3. Staff receiving media contacts are to ensure that all contacts are logged and the Prison Manager / Unit Manager is informed.
4. The Prison Manager / Unit Manager will inform the Regional Manager of all media contacts.
5. The Regional Manager will inform PS National Office and the Communications Unit of all media contacts.

Sources of Further Information

• Department of Corrections Media Policy Manual and related documents
• Department of Corrections Code of Conduct